automated expense report – the receipt of success
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Automated Expense Report – The Receipt of Success. The Joint Commission’s Implementation of the PeopleSoft Expense Report Module. Automated Expense Report – The Receipt of Success. Who Are We. - PowerPoint PPT PresentationTRANSCRIPT
QuestDirect.org
Automated Expense Report – The Receipt of Success
The Joint Commission’s Implementation of the PeopleSoft Expense Report
Module
QuestDirect.org
Automated Expense Report – The Receipt of SuccessWho Are We
The Joint Commission’s 20,000 accredited and certified organizations are composed of health care organizations and clinical programs across the continuum of care. Hospitals, critical access hospitals, and providers of home care services make up the largest segments of organizations that seek Joint Commission accreditation to help strengthen their patient safety and quality of care provided. In addition, The Joint Commission accredits laboratories, ambulatory care facilities, long-term care facilities, office-based surgery centers and behavioral health care organizations. The Joint Commission also provides certification of health care staffing services and more than 2,400 organizations have earned Joint Commission certification in programs devoted to improving the care of patients with chronic diseases and conditions such as stroke, joint replacement, diabetes and heart failure.
GNC Consulting, Inc. is a highly specialized Oracle Platinum Partner whose core business is the implementation, upgrade and maintenance of Oracle’s PeopleSoft, Hyperion, Fusion, Taleo, E-Business Suite, and JD Edwards products. Our consultants are proficient with the full suites of PeopleSoft, Hyperion, Fusion, Taleo, E-Business Suite, and JD Edwards applications. With this capability across a broad range of applications, customers can confidently rely on GNC for our expertise. Our mission is to help our customers succeed in the global marketplace by exceeding their expectations in delivering value in everything we do. GNC is well equipped to assist companies make the best decisions concerning additional applications, upgrades to existing applications and support. Building and maintaining trusted, long-term relationships is vital to the success of our business and helps us to ensure an in-depth knowledge of our customers’ needs and businesses.
QuestDirect.org
Automated Expense Report – The Receipt of SuccessPeopleSoft History
Purchased & Implemented PeopleSoft in 1999v75 : Financials (GL, AP, PO, BI, AR)
Purchased & Converted from Cyborg in 2004v84 : HRMS (HR, BEN, PR)
FIN App Upgrade in 2003-> v84 : Financials (GL, AP, PO, BI, AR)
HR App Upgrade in 2005-> v88 : HRMS (HR, BEN, PR)
Converted from PeopleSoft to UltiPro in 2009HRMS (HR, BEN, PR, TIME)
FIN App Upgrade in 2011v84->v90-v91 : Financials (GL, AP, PO, BI, AR)
PeopleTools Upgrades Annually in 20122012 : 8.52.03 -> 8.52.19 w/LDAP Authentication2013 : 8.52.19 -> 8.53.03 w/Single Sign-On2014 : 8.53.03 -> ?.??.?? w/Interaction Hub Portal
Implemented EX-Expenses in 2012v91 – (1st module to all Employees)
Future PeopleSoft Plans2014 : Cash Management?2015 : Assets?2015 : Upgrade to v92 or v93Purchased & Implementation of Hyperion 2012 : Hyperion Planning (Budgeting)2013 : Financial Rptg (nVision to Hyperion)2013 : Hyperion Workforce Planning2014 : Dashboards & BI Reporting
“Past” (1999-2010)
“Recent” (2011-2013)
QuestDirect.org
Automated Expense Report – The Receipt of Success
The Players
User Lead
Steve Mazzone, PFA Accounts
Payable Manager
Consulting
Steve Glawe(GNC Sr.
Consultant)
I.T. Lead
Roger Turek, IT Program Manager
(HR/FIN Enterprise Packages)
QuestDirect.org
Automated Expense Report – The Receipt of Success
Original Stats
• Central Office expense reports submitted after each activity.
• Field expense reports submitted every two weeks.
• Expense Reports processed in December: 1355.
• Average (actual) turn-around days: 5.53 days.
• Average time spent per expense report: 13.8 minutes
• Number of staff Dedicated to Expense Report Processing: 3
QuestDirect.org
Automated Expense Report – The Receipt of Success
Project Scope
QuestDirect.org
Automated Expense Report – The Receipt of Success
Intended Scope Needed to Include:
• Employee information from Payroll/ HR• Internal SAM feed to each expense report• Ability to maintain Per Diem Rates down to zip code level• Preset limits on expense types (Hard and Soft Stops)• Daily International currency conversion feeds• Daily Credit Card (AMEX) feeds• Personal payments and cash advances • Automated Workflow• Receipt Imaging• URL access from both internal and external web addresses• Future Features
• Travel Vendor Feed (Air Travel) to be processed like AMEX• Offline Capability• Mobile Expenses
QuestDirect.org
Detail Of Scope: Employee Data Feed
Automated Expense Report – The Receipt of Success
QuestDirect.org
Detail Of Scope: SAM Feed (Travel Authorization)
Brings in dates, location, cc, limits
Automated Expense Report – The Receipt of Success
TA Imports:- A control- Standard Description- Location- Limits (based on location)- Dates (adds a travel day)- Cost center information- By-passes Workflow
QuestDirect.org
Detail Of Scope: Per Diem Rates
• IRS CONUS rates are by county and are seasonal. We map cities to postal codes and then cross reference those to counties in order to get a rate.
Automated Expense Report – The Receipt of Success
QuestDirect.org
Detail Of Scope: Expense Limits
• Limits required for daily Meals (Matrix), Lodging (Matrix), and Laundry expenses.
• All had to be “soft” stops.
• Lodging and Meals are built on a ‘matrix’
Automated Expense Report – The Receipt of Success
QuestDirect.org
Detail Of Scope: Daily Currency Exchange Rate Feeds We have Daily downloads from Oanda.com, with history.
Exchange rate used is based on date of the expense
Automated Expense Report – The Receipt of Success
QuestDirect.org
Detail Of Scope: Daily Credit Card Feeds• Automated downloads done three times per day.
• Auto-scheduled queries run to ensure jobs complete.• Expense types can be changed in the “wallet” before being imported to expense report.• Working on process where by importing from “wallet” will relieve receipt requirement.
Automated Expense Report – The Receipt of Success
QuestDirect.org
Detail Of Scope: Paybacks and Cash Advances
Automated Expense Report – The Receipt of Success
Old System • Personal travel and other misc activity creates an
amount due company. (“advance” by TJC)
• A/P created Credit Memo (or negative voucher) to net with Expense Vouchers in AP. (reclaim advance)
New System• Challenge - Advances not being applied by user• Solution
• Enter a negative expense report (automatically becomes “paid” ) and also creates a Cash Advance.
• Have a Modification to prevent duplicate entries• Have a Modifications to forced travelers to apply all
or part of the advance, if one exists
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Detail Of Scope: Workflow• For majority of staff, it was changed to be driven by a special reporting string rather than HR Supervisor.
• For VP’s was left as HR Sups. (Driven from job classification on Employee Demographics download from HR / Payroll.
Automated Expense Report – The Receipt of Success
QuestDirect.org
Detail Of Scope: Online Receipt Imaging
CHALLENGES• Ending use of US Mail• Multiple attachments• Attachments “hidden” on the report• User acceptance• Limited scanning tools
Automated Expense Report – The Receipt of Success
SOLUTIONS• Introduced FAX server (good for post audit attachments, as well).
• Each Staff members has two monitors, users encouraged to combine
• Restricted attachments to ‘Header’ section only• Encouraged use of “Smart” phones and inexpensive digital cameras
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Detail Of Scope: Online Receipt Imaging (cont.)
Automated Expense Report – The Receipt of Success
1. Online Attachment on PeopleSoft EX Hdr
2a. Copier Email to User& User Online Attach
2b. Copier Scan send to Batch Receipt Directory
3b. Email to Batch Receipt Directory
3a. User Faxes to Batch Receipt Directory
\INATT\ERRATT\ATT
QuestDirect.org
Detail Of Scope: Internal and External Access
External: (outside Firewall with Security)
Automated Expense Report – The Receipt of Success
Internal: Links
BENEFITS• Able to control phased rollout• Able to point people to specific ‘test’ or ‘live’ regions
Internal Network link (PROD)
Core Team Splash Page (all Env’s)
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Detail Of Scope: Future: Travel Vendor Integration (Air Travel Feeds)
Future Phase: Employees will be able to bring prepaid travel vendor items like airfare or hotel arrangements into the expense report the same way they import credit card
payments.
Automated Expense Report – The Receipt of Success
QuestDirect.org
Detail Of Scope: Offline Capability
Automated Expense Report – The Receipt of Success
• Planned for Phase 2•Anticipating to work similar to ‘My Wallet”
QuestDirect.org
Automated Expense Report – The Receipt of Success
Rollout & Training
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Detail Of Scope: Rollout
Automated Expense Report – The Receipt of Success
• Created team “PAERIT” (PeopleSoft Automated Expense Report Implementation Team)
• Defined roles using ARMI technique• Approvers• Resources (Ad hoc basis)• Members• Interested party
• Created a Future Vision / Shared Need
• Sent monthly email “updates” to all staff
QuestDirect.org
Detail Of Scope: Training
Automated Expense Report – The Receipt of Success
• Two building-wide “Brown Bag” Sessions• Informational Wall at Employee Entrance• Multiple Open Door, Hands-on Sessions for Groups or
Individuals• Presentation to Officer Group (for “Buy-In” / Support)• Presentations at department meetings• One-on-one personal training• Several recorded video conferences
QuestDirect.org
Detail Of Scope: Training (cont.)
Automated Expense Report – The Receipt of Success
• Set-up User Sandbox before Go-Live Date• Utilized “Team Viewer” software• Created details Users Manual (Cook-book style)• Created Quick Reference Guide. (5 x 7 Card
Stock on Key Ring)• Created Single Page “Quick Quick” Reference
Guide• Created a regularly updated “Do’s and Don’ts”
Sheet
QuestDirect.org
Detail Of Scope: Training (cont.)
Automated Expense Report – The Receipt of Success
QuestDirect.org
Detail Of Scope: Training (cont.)
Automated Expense Report – The Receipt of Success
QuestDirect.org
Detail Of Scope: Training (cont.)
Automated Expense Report – The Receipt of Success
QuestDirect.org
Detail Of Scope: Training (cont.)
Automated Expense Report – The Receipt of Success
QuestDirect.org
Detail Of Scope: Product Rollout
Automated Expense Report – The Receipt of Success
• Due to Workflow function, Roll-out had to be fairly wide.
• We chose to Roll-out the Product first in the Central Office, then to Field Staff.
• Allowed time for Fixes after First Roll-out.
• Due to the extremely high call volume, field roll-out was broken into thirds, with 2 week intervals between each.
• Stress the “Train the Trainer” option and asked staff to question their follow travelers.
• December 1, 2012 - Central Office• February 16, 2013 - Field Staff A – L• March 1, 2013 – Field Staff M – R• March 16, 2013 – Field Staff S - Z.
QuestDirect.org
Detail Of Scope: Current Stats
Automated Expense Report – The Receipt of Success
• ALL expense reports submitted after each activity.
• Expense Reports processed in December: 1694 (1355).
• Average (actual) turn-around days: 3.72 (5.53) days.
• Average time spent per expense report: 10.9 (13.8) minutes
• Number of staff Dedicated to Expense Report Processing: 2 (3)
QuestDirect.org
Automated Expense Report – The Receipt of Success
Modifications“System Tweaks”
QuestDirect.org
Automated Expense Report – The Receipt of Success
A number where mentioned above including:
• HR Feed • Creates User ID, Operator Profiles, Expense Access, Security, Bank, email information, etc.
• Workflow (configuration)• By Chartfield 3 (Concatenated COA Values)• Executives are by HR Supervisor
• Receipt / Imaging Processing• Added links and feeds from FAXs and Photocopiers• Modified Pre-Payment Approver Pages
Modifications - System Tweaks
QuestDirect.org
Automated Expense Report – The Receipt of Success
Modification include: Driving the Billing Type by the Business Purpose (filter list) 34 Expense Types w/each having up to 16 Different CF Setups(Billing Type) across 9 Business Purposes (Unique Codes)
1 Business Purpose Code (unique 2 Chars)
2 Billing Types for that 1 Busn Purpose Code
Exp Rpt Entry1) Business Purpose (“FR” is CSR)2) Expense Type3) Billing Type Only CSR Bill Types appear -CSR Bill (Billable) -CSR NonBill (NonBillable)
1
2 3
PeopleCode to only show Bill Type based on Business Purpose
Modifications - System Tweaks
QuestDirect.org
Automated Expense Report – The Receipt of Success
Modification include: Location Prompts – Driven by Zip Codes (default)
GovtCONUS
LocalCONUS
Annual File
Zip Codes
Expense Locations
Modifications - System Tweaks
QuestDirect.org
Automated Expense Report – The Receipt of Success
Modification include: Travel Authorization Loads (from SMA Scheduling System)
Scheduling System
Travel Authorizations
Nightly Interface(New & Changes)
If Start Date < Current Date(Status is Pending – can’t be used on Exp Rpt)
If Start Date >= Current Date(Status is Approved – can be used on Exp Rpt)Will no longer be updated from Scheduling System
If Users don’t use on Exp Rpt & older than 90 days, set to Closed)
Modifications - System Tweaks
QuestDirect.org
Automated Expense Report – The Receipt of Success
• Major System Modification include: Hide / Display link based on existence of an Advance Display a message to make sure they apply any balance
Modifications - System Tweaks
QuestDirect.org
Automated Expense Report – The Receipt of Success
• Major System Modification include:• Receipt Page Modifications (Added CC Verification and Comments)
Modifications - System Tweaks
QuestDirect.org
Modifications - System Tweaks
Automated Expense Report – The Receipt of Success
• Additional Minor User Tweaks• Added comments to approval screen. (as we used the existing field for TA Notes)• Cost center comparisons indicator on approval screen.• Had to change Officer approval process (HR vs. Department Approver).• Turned off one emails and re-worded others. • Added employee status to approval screen (Per Diem vs. Actual). • Automate AMEX upload.• Blocked pre-paid expense type from being passed to G/L. (as it come in via another interface)
• Update expense report effective date if it crosses periods.• Added “Location” by default location – will now turn it off.
QuestDirect.org
Automated Expense Report – The Receipt of Success
Contact Information:
• Steven Mazzone– [email protected]
• Steven Glawe– [email protected]